Praevexa›Free workforce planning tools›Workforce Capacity & Operations Planner
PRAEVEXA • FREE WORKFORCE PLANNING TOOL

Workforce Capacity & Operations Planner

Plan demand, backlog, capacity, headcount, hiring, ramp-up, automation and Premium financial scenarios for BPO, shared-services and back-office operations.

Free HC & backlog planningMonthly actual vs forecast7-day Premium trialNo payment card required
Your planning data stays on your device.

Volume, backlog, staffing, cost, revenue, scenarios and calculated plan outputs are processed in your browser and are not saved to Praevexa's server/database. Exports are generated from the data in your browser. To provide verified access, Praevexa stores only account/access information such as your verified email, trial or membership status, profile details you provide, consent records and secure session records.

Operations planning workspace. Planning data stays in this browser and is not saved to Praevexa servers. Use scenarios to compare hiring, productivity, automation, backlog and growth assumptions. Free

Free is built for a real queue. Premium removes the manual consolidation work.

Use the free planner repeatedly if you want. Premium is designed for managers who would rather model the whole operation in one workspace, optimize staffing automatically, add financials and export a management-ready plan.

  • Plan multiple queues together and see the consolidated operation
  • Generate cost-aware recommendations for hiring, releases, retention and overtime
  • Add support spans, role costs, revenue and margin
  • Export the complete model and full management plan
Premium₹1,499/month · $19/month7-day free trial · no payment card required

Planning assumptions

Set global operating assumptions, then add one or more processes / queues.

Planning mode Premium
Keep financials off for pure capacity / HC planning. Turn them on when you want revenue, cost, contribution and margin projections.

Financial planning is Premium

The free planner focuses on demand, backlog, capacity and direct HC. Premium adds role-wise cost, support structure, revenue, contribution, margin and profitability planning.

Shrinkage assumptions

Separate out-of-office absence from in-office non-productive time.

Capacity logic: the start month includes opening backlog + that month’s incoming volume. Productive hours are calculated after out-of-office shrinkage, in-office shrinkage and occupancy. New hires contribute only after training and according to the ramp profile. Planned overtime adds production capacity directly in the selected month and is costed separately using the OT rate multiplier when Financials are enabled.

Processes / work queues

CPH overrides AHT when both are entered. Opening backlog age is the average working-day age used for FIFO ageing/SLA simulation. Base volume, growth, automation and default working days can populate the monthly plan, which can then be edited month by month.

ProcessBase monthly volumeOpening backlogOpening backlog avg age (days)AHT minCPHCurrent direct HCGrowth %/moSLA daysSLA target %Base automation %Direct avg cost / HC / moRevenue modelRateFixed revenueOther cost (optional)

Monthly plan & actuals

Enter or paste your month-on-month forecast. Actual volume and actual working days, when entered, override forecast/planned values for that month. Hires, releases, planned overtime and automation are also month-specific.

Monthly logic: Actual volume → Forecast volume fallback. Actual working days → Planned working days fallback → default working days. Forecast values can be pasted directly from Excel into the grid.
Recommended workforce optimization Premium
Generate an explainable hiring, release, retention and overtime recommendation. The plan is reviewed before anything is applied, and actual months are preserved. You can change or disable individual decisions before applying them.
ProcessMonthForecast volumeActual volumePlanned working daysActual working daysAutomation %HiresReleasesPlanned OT hoursNotes

Support roles & span of control Premium

Use fixed HC or span rules to plan SMEs, Team Leads, Managers, QA, Trainers, Reporting, IT and other support roles. Average role cost is requested only when Financials are enabled.

RoleAvg cost / HC / moCurrent HCPlanning methodSpan based on1 role per X

Executive summary

Aggregated view across all processes for the selected horizon.

Monthly operating plan

Backlog & capacity

See whether capacity can absorb demand, how inventory ages and burns down, SLA exposure, and where workforce surplus or deficit occurs.

Backlog trend

Required vs effective HC

SLA attainment

Backlog ageing & SLA outlook

Monthly workforce composition

Span-of-control requirement Premium

Process-level outlook

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Financial planning is a Premium feature

Unlock revenue, cost, contribution, margin, profitability trends and financial exports with a 7-day free trial.

Premium: ₹1,499/month or $19/monthYou can keep using the core workforce planner for free after your trial.

Financial planning Premium

Translate workforce and throughput assumptions into revenue, direct/support cost, contribution and margin.

Revenue vs cost trend

Margin % trend

Monthly P&L projection

Planning note: costs are modeled at process/role average level. Employee-level salary data is not required. Span-based support roles can be changed to fixed HC whenever you want to model the actual structure instead of a recommended structure.
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Scenario comparison is Premium

Save and compare alternative hiring, automation, volume and financial scenarios during your 7-day trial.

Scenario comparison

Save the current assumptions, change the plan, then save another scenario to compare outcomes.

Comparison

Definitions & Help

A practical reference for the Planner's inputs, calculations, capacity measures, staffing outputs, SLA measures, financial fields and optimizer decisions.

Quick start: how to use the Workforce Planner

Follow these steps in order for a first plan. You can come back and refine any assumption after reviewing the results.

1

Set the plan period

Enter a Plan name, Prepared for, Start month and Planning horizon.

2

Enter operating assumptions

Set working days, paid hours, occupancy, attrition, backlog-clearance target, training weeks, ramp profile and overtime guardrails.

3

Set shrinkage

Enter out-of-office shrinkage and either an in-office percentage or the detailed break, meeting, huddle, coaching and townhall hours.

4

Add process / queue assumptions

Enter base volume, opening backlog, AHT or CPH, current direct HC, growth, SLA, automation and backlog age. Premium can model multiple processes together.

5

Build the monthly plan

Use Generate Forecast or paste/edit monthly forecast and actual volume, working days, automation, hires, releases and planned overtime. Actual values override forecast/planned values for completed months.

6

Add financial assumptions Premium

If needed, enable Financials and enter direct HC cost, support-role spans/costs, revenue model, hiring cost and release cost.

7

Calculate the plan

Click Calculate / Recalculate. Review demand, productive capacity, Required HC, effective HC, backlog, SLA risk, overtime and workforce composition.

8

Generate a recommended plan Premium

Turn on Generate Recommended Plan and recalculate. The optimizer evaluates hiring, temporary retention, releases and overtime across the full planning horizon.

9

Review and adjust recommendations Premium

Review every recommendation, its rationale and estimated financial impact. Change quantities or disable decisions, then apply the selected recommendations and recalculate.

10

Compare and export

Save scenarios to compare alternatives. Use the Executive Summary, Backlog & Capacity and Financials views, then export CSV/PDF/plan data as required.

How to use this: Search for a term below, or use the i icons beside Planner inputs and table headings for contextual definitions. Planner outputs are modelled from the assumptions you enter and should be validated against your organization's workforce, finance and SLA policies.
Free workforce planning tool

Plan headcount, capacity and backlog for BPO and back-office operations.

Use the Praevexa Workforce Planner to translate forecast or actual transaction volume into workload, productive capacity and staffing requirements. Model AHT or CPH, in-office and out-of-office shrinkage, occupancy, working days, hiring, attrition, training, ramp-up, automation, backlog ageing and SLA risk month by month.

The free planner is designed for operations, workforce-management, shared-services and transaction-processing teams that need a practical headcount and capacity model without uploading operational planning data to Praevexa servers. Premium adds multi-process consolidation, staffing optimization, financial planning, scenarios and management-ready exports.

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